Onboarding and Team Management: Required Onboarding Forms

Note: You must have a CareerPlug Hire or Grow subscription to use Required Onboarding Forms.

CareerPlug's Onboarding and Team Management: Required Onboarding Forms solution simplifies the access, management, and completion of forms, tasks, and training for new hires. Save valuable time by accelerating the onboarding and orientation process and empowering new team members to quickly acclimate to their new roles and understand your processes.

What is Onboarding and Team Management?

Onboarding and Team Management provides a centralized platform for accessing, tracking, and managing onboarding and employee documents.

Onboarding and Team Management allows you to:

Automatically send proper documents to new employees once their onboarding has started
Pre-fill information on specific documents
Easily review, suggest changes, and approve documents
Access and manage documents digitally at any time

Your applicants will be able to access required documents from any device, start filling out documents and save their progress (if necessary), and take advantage of any pre-filled fields on documents. Once completed, your new hire's onboarding documents will automatically be sent to the assigned hiring manager.

What are the benefits?

Save time on administrative tasks
- Say goodbye to manual handling of paper documents and administrative burdens.
Deliver an exceptional new hire experience
- Impress new hires with a streamlined onboarding and orientation process.
Increase organizational efficiency and scale your business effortlessly
- Get a centralized platform for tracking, managing, monitoring, and accessing onboarding and employee documents.
Enhance data security and confidentiality
- Robust industry-standard encryption protects the confidentiality and integrity of employee information.

What features do I get access to?

Onboarding and Team Management is exclusively for CareerPlug Hire and Grow subscribers and includes the following features:

Federal employment eligibility forms (I9)
Federal tax forms (W4)
Contractor employment forms (W9)
State tax forms
Automatic notifications

Learn more about the benefits of CareerPlug Hire and Grow and how to upgrade.

How do I onboard a new hire?

1. When you're ready to hire an applicant and onboard them, navigate to your Applicants page.

2. Locate the applicant you want to hire and onboard, and click the Hire button in the Actions column.

Note: Onboarding fields will be prefilled based on the job post.

3. Verify the employee's Start Date is accurate. It will be set to the current date by default (or next business day, if on a weekend). To change the date, click the calendar icon and select a date from the calendar.

4. Select a manager and primary location for your new hire using the drop-down menus.

5. Select the Employee Type for your new hire: Direct Employee or Contractor (a.k.a. Independent Contractor).

6. Select the Included Forms to assign to your new hire by clicking the associated checkboxes.

The State Tax Form is automatically assigned based on the application (or your account's default state, if unavailable). If you know an applicant won't receive the correct form, deselect the State Tax Form checkbox during this step and manually assign the State Tax Form Pre-loaded Workflow to your new hire.

The due date for tax forms will automatically be set to 3 business days after the new hire's assigned start date. This is in accordance with federal law and cannot be changed.

7. Click the Confirm and send email button.

To review the welcome email that will be sent to your employee on their start date, click the Preview welcome email link at the bottom of the page. This is a fixed email and cannot be changed, but we strongly recommend reviewing it to ensure it's accurate.

If you want your company logo to appear in the Welcome Email sent to new hires, navigate to Settings > My Organization > Careers Page and click the Edit Careers Page button. Expand the Logo section by clicking the down arrow icon. Click the Upload Image button and select a square or rectangular logo (e.g. 200x200).

CareerPlug will automatically send out reminder messages on your behalf to encourage new hires to finish filing their employment forms within 3 days to support employer compliance efforts.

Note: If you're done hiring for the position in question, click the Close Job button in the bottom right corner of the page. Leaving positions open once they've been filled may lead to decreased job visibility on job boards.

Your new hire is ready to start onboarding! Once completed, you can find their onboarding documents in their employee profile.

How do I manage a new hire's tasks and forms?

Efficiently review, approve, and manage your employees' onboarding tasks, forms, and documents — all from within your CareerPlug account.

To manage an employee's tasks and forms:

1. Navigate to your Team page.

2. Find the employee whose tasks you want to review and click their name, or click the three dots icon followed by View Profile. This will automatically redirect you to the Tasks tab of the employee's profile.

3. To review the tasks and forms assigned as part of the employee's onboarding, click Show Me... and select All tasks from the drop-down menu.

4. To view a task's details and any associated form, click the Task Name.

5. On the task details page, you can take the following actions by clicking the More button.

Upload a Document to the task
Change Due Date of the task
Delete Task

Frequently asked questions

Q: Can I assign a state tax form for an employee who lives in another state from where I'm conducting business?

A: Yes. You can select the state the employee lives in when setting up their onboarding experience.

Q: How do I manually assign a State Tax Form to a new hire?

A: Once hired, navigate to your Team page and click the employee's name to open their profile. In the top left corner of the Tasks page, click the +Add Workflow button.

Employee Profile (Tasks tab) (highlights)

In the Add Workflows drawer, click the Pre-loaded Workflows tab, then the down arrow icon next to State Tax Workflow, and then select the correct state. To finish, click the Add Workflows button in the bottom right corner of the drawer.

Add Workflows drawer (State Tax Form) (highlights)

Q: Do I have access to the completed forms after the employee has completed them?

A: Yes. You can access an employee's completed onboarding forms on the Documents tab of their employee profile.

Q: Are these forms downloadable?

A: Yes. You can download any forms listed on the Documents tab of an employee profile.

Q: Can employees upload supporting documents for their I9 verification?

A: Yes. Employees can upload supporting documents for any form that requires it. The uploaded documents will automatically be linked to the corresponding form.

Q: Can more than one manager complete the employer side of forms?

A: Yes. The reporting manager and one additional person can access and complete the forms.

Q: Are my documents and sensitive information secure?

A: Yes, CareerPlug has multiple layers of security in place. All documents are encrypted using one of the strongest block ciphers — 256-bit Advanced Encryption Standard (AES-256). Documents are transmitted over the network using industry-standard TLS encryption.

Q: Can I assign custom forms?

A: No. To create and assign custom forms, you'll need to upgrade to the full version of Onboarding and Team Management.

Q: Can I use Onboarding and Team Management features on my phone?

A: Yes. We've even improved mobile functionality for task editing, reducing the clutter on the screen and moving important fields to the top of the page for easier access on the go.

Q: Does CareerPlug guarantee compliance with federal and state regulations?

A: Compliance with specific labor regulations can vary greatly based on industry, location/jurisdiction, and individual circumstances. As such, we strongly advise all clients to seek guidance from qualified employment law professionals who specialize in the relevant regulations pertaining to their business activities. CareerPlug is not responsible for ensuring labor law compliance on behalf of our clients.